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Using ODMA With AppXtender Documents
Creating New AppXtender Documents through ODMA
When ODMA support is enabled in AppXtender and you save a
document for the first time or close a document in an
ODMA-compliant application, you are prompted to enter
AppXtender index information. You can also enter additional
identifying information for the document by filling in document
properties information. An AppXtender dialog box opens within the
interface of the ODMA-compliant application, allowing you to log
into AppXtender and select an AppXtender application. You can then
save the document as an AppXtender document.
For example, you can create a Microsoft Word document just as you
normally would. The first time you save the document, if ODMA
support is enabled in AppXtender, you can then index and store the
document to AppXtender without leaving the Microsoft Word
interface or even starting AppXtender.
The following procedure provides an overview of creating an
AppXtender document through ODMA:
To create a document through ODMA:
1. Enable ODMA support on the Data tab of the Configuration
dialog box in ApplicationXtender.
For details on configuring ODMA support, refer to “Configuring
ODMA Support in ApplicationXtender” on page 440 or consult
your AppXtender system administrator.
2. Edit a blank file or open a file in an ODMA-compliant
application.
For more information on opening existing files when ODMA
support is enabled, refer to “Opening Non-AppXtender
Documents with ODMA” on page 443.
3. Save the document to AppXtender.
If the document is a new document, the first time you save it you
are prompted to save the document as a new AppXtender
document. If you are working on a document that you have saved
outside of AppXtender previously, you can save the document as
an AppXtender document. For more information on saving new
documents to AppXtender, refer to “Saving New ODMA
Documents to AppXtender” on page 445.
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4. Enter document properties for the new AppXtender document.
You can enter the information into the index fields by typing, by
using automated indexing features, or both. You can enter
document summary information into summary fields by typing.
For more information on indexing new AppXtender documents
through ODMA, refer to “Entering AppXtender Document
Properties” on page 448.
5. Check the new document into AppXtender.
When you have entered document properties for the document,
the Check In New AX document dialog box appears. You can
then check the document in and store it in AppXtender with the
index information as a new AppXtender document. For more
information, refer to “Checking a New Document into
AppXtender” on page 452.
Opening
Non-AppXtender
Documents with
ODMA
When you enable ODMA support in AppXtender, AppXtender
causes any ODMA-compliant applications to display an AppXtender
dialog box when you open a document. You can use the File Selection
button in this dialog box to open existing, non-AppXtender
documents. As soon as you have opened a document, you can edit it
and save it to AppXtender.
To open a document from an ODMA-compliant application when
ODMA is enabled in AppXtender:
1. From the Windows Start menu, select Programs. From the
Programs menu, select an ODMA-compliant application, such as
Microsoft Word. A blank document appears.
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Using ODMA With AppXtender Documents
2. You have the following choices:
• If you want to create a new document in the
ODMA-compliant application, you can make changes to the
displayed document. When you are ready to save the
document to AppXtender, refer to “Saving New ODMA
Documents to AppXtender” on page 445.
• If you want to save an existing document to AppXtender, from
the File menu, select Open. The Open ApplicationXtender
Document dialog box appears.
Figure 219
Open ApplicationXtender Document Dialog Box: Application Tab
3. Click File Selection. A standard Open dialog box appears.
Navigate to the drive or folder and select the file you want to
open.
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Figure 220
Open Dialog Box
The selected document is opened in the ODMA-compliant
application. You can then make changes to the displayed document if
needed. When you are ready to save the document to AppXtender,
refer to “Saving New ODMA Documents to AppXtender” on
page 445.
Saving New ODMA
Documents to
AppXtender
As soon as you create a new document or open an existing document
in an ODMA-compliant application, you can save the document into
AppXtender, thereby creating a new AppXtender document. During
the process, you can add document summary attributes to the
document to further identify the document. You must enter
AppXtender index information for the document in order to save it to
AppXtender.
Note: If you are working with a document that you have already saved
outside of AppXtender, you must select Save As to save it as an AppXtender
document. Selecting Save only saves modifications back to the location where
you originally saved and does not create a document in AppXtender.
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Using ODMA With AppXtender Documents
Note: To perform most ODMA functions, including checking in, saving, or
checking out documents or deleting or replacing document revisions, you
need to have the Display, Delete Doc, Delete Page, and Add Page privileges.
To modify indexes you also need the Modify Index privilege. If you have
only the Display privilege, you can only open ODMA documents in a
read-only mode. For more information on the user privileges enabled for
your account, consult your system administrator or refer to the "Managing
Security" section of the ApplicationXtender Core Components Administrator’s
Guide.
To save documents to AppXtender:
1. Select Save As from the File menu. The Save As dialog box
appears.
2. From the Select the AppXtender data source drop-down list,
select the AppXtender data source that you want to access.
Note: You can log into only those data sources for which you have a user
account.
3. Click Login. One of the following events occurs:
• If you are using the CM security provider and you did not
select Remember password or if that option was not available
to you, the Login dialog box appears. Type an AppXtender
user name that is valid for the selected data source. Type a
password and click Login to log into the AppXtender data
source.
• If you selected the Remember password option, or if you are
using the Windows security provider, AppXtender remembers
your user name and password and bypasses the Login dialog
box. A list of applications for the selected data source appears
in the Select the AppXtender application view. If you want to
disable the Remember password option, click the Login
button again. The Login dialog box appears. Disable
Remember Password or make whatever changes you would
like and then click Login to log into the AppXtender data
source.
A list of applications appears in the Select the AppXtender
application view.
4. In the Select the AppXtender application list, double-click an
application name.
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Using ODMA With AppXtender Documents
5. If the Reason Code Required dialog box appears, enter a
comment in the text box explaining the reason for opening the
document and click OK.
Figure 221
Reason Code Required Dialog Box
6. If the Signature Properties dialog box appears, select a certificate,
enter a comment, specify whether you want these settings to be
used by default, and click OK. (Depending on the configuration
of the selected certificate, you may be asked to provide a
password.)
Figure 222
Signature Properties Dialog Box
The Document Properties dialog box appears. For a description of
each tab of the Document Properties dialog box, refer to
“Entering AppXtender Document Properties” on page 448.
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Using ODMA With AppXtender Documents
Entering
AppXtender
Document
Properties
When you have logged into an AppXtender data source and selected
an AppXtender application from the data source, the AX Document
Properties dialog box appears. The General tab is active by default.
You can use this dialog box to view general properties for the
document, to enter document summary information, and to enter
AppXtender index values. The following topics describe each of the
tabs in the dialog box:
◆
For more information on viewing the general properties for the
new AppXtender document, refer to “AppXtender Document
Properties: the General Tab” on page 448.
◆
For more information on entering document summary attributes
for the new document, refer to “AppXtender Document
Properties: the Summary Tab” on page 450. These attributes are
saved with the document and can be used to search for the
document later.
◆
For more information on entering AppXtender index
information, refer to “AX Document Properties: the Index Tab” on
page 451. The index values you enter are saved with the
document and can be used to search for the document later, both
through ODMA and through the AppXtender interface.
Note: When you have finished entering document properties, the document
remains open and you can continue to work in it. You check out the
document at that point. Any changes you save using the Save command are
saved to a temporary copy of the document in the AppXtender repository.
When you close a document that you have saved to AppXtender, the Check
in New
AX
Document dialog box appears and you check the document into
AppXtender. For more information on the document check-in process, refer
to “Checking a New Document into AppXtender” on page452.
AppXtender
Document Properties:
the General Tab
The General tab of the AX Document Properties dialog box provides
general information about the document you are adding to
AppXtender. The information on the General tab is dimmed to
indicate that you cannot modify it. This tab is active by default when
the AppXtender Document Properties dialog box displays.
To view the General tab:
1. If the General tab is not active, click it to activate it. The General
tab appears.
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Using ODMA With AppXtender Documents
2. Review the information in the General tab. The following table
describes each field on the General tab:
3. You have the following choices:
• Activate one of the other two tabs by clicking on the
appropriate tab. For more information, refer to “AX Document
Properties: the Index Tab” on page 451 or “AppXtender
Document Properties: the Summary Tab” on page 450.
• Click OK if you have finished viewing and entering
AppXtender document properties for the new document.
Clicking OK from the Document Properties dialog box saves the
document to an AppXtender repository temporarily until you are
ready to check in. At this point, you must close the file to prompt the
Check In New AX Document dialog box.
Note: Clicking OK on the AppXtender Document Properties dialog box
before entering index information automatically displays the Index tab. If
you click OK again without entering index information or if you enter invalid
index information, a message appears indicating that the index failed. Click
OK on the message, and re-enter the index information on the Index tab.
Table 54
General Tab Fields
F
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Using ODMA With AppXtender Documents
AppXtender
Document Properties:
the Summary Tab
To add ODMA document summary attributes:
1. Click the Summary tab. The Summary tab appears.
2. Enter information in the desired fields. All fields in the Summary
tab are optional.
The following table describes each field on the Summary tab:
3. You have the following choices:
• Activate one of the other two tabs by clicking on the
appropriate tab. For more information, refer to “AppXtender
Document Properties: the General Tab” on page 448 or “AX
Document Properties: the Index Tab” on page 451.
• When you have finished viewing and entering AppXtender
document properties for the new document, click OK.
As soon as you click OK, you are returned to the document that you
have been working on. The document is now a document in
AppXtender that you have checked out. If you continue to make
changes, those changes are saved whenever you select Save. When
you close the document, the Check In New AppXtender Document
dialog box appears with New Document Revision and Major
Revision options enabled. For more information on checking a new
document into AppXtender, refer to “Checking a New Document
into AppXtender” on page 452.
Table 55
Summary Tab Fields
F
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e
l
d
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c
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p
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